Overview
Administrators can create custom roles that are separate from pre-set roles within LinkSquares Analyze.
The benefit of creating custom roles provides more granular levels of permission and access rules to users.
There is no limit to the number of custom roles that can exist within Analyze.
To learn more about user roles and permissions within Analyze, reference our article on Analyze User Roles and Permissions.
Process
To create a custom role, complete the following steps.
1. To begin, go to Settings from the app selector.
2. Select Analyze App.
3. Go to the Roles tab.
4. Click CREATE NEW ROLE in the right-hand corner of the page.
5. Enter a name for the new role in the Name field.
6. Select the permission level: Administrator, Manager, or Standard.
Permission levels are based on the permissions of the role. Applying a permission level will cause all users assigned to this role to inherit the permissions and require the same license type as the associated role.
7. Set access rules.
Access rules control what custom role users can see within Analyze.
To restrict users assigned to a role from certain agreement types or tags, select the appropriate options from the corresponding drop-downs.
- The Restrict option will prevent user access to the designated agreement types or tags.
- The Allow option will prevent user access to all agreement types or tags except for the designated agreement types or tags.
For example, create and add a "Compliance" tag to certain agreements. From here, create a custom role that is either allowed or restricted from viewing agreements with the Compliance tag.
Alternatively, users can be granted full access to all agreement types and tags.
Note: The ability to assign tasks to a given user is determined by the user's agreement access.
Custom Power Users
The capabilities of Power users (i.e., Administrator and Manager-level roles) may vary when assigned custom roles.
Power users can typically edit agreement types.
Restricted
- If users are restricted from viewing certain agreement types, they cannot select those types when editing agreements.
- Restricted users can only see agreements outside of the restricted types.
Allowed
- If users are allowed to view certain agreement types, they can only select from that list of approved types when editing agreements.
- Allowed users can only see agreements with the permitted types.
Power users can typically edit and delete agreement tags.
Restricted
- If users are restricted from viewing certain agreement tags, agreement tags can only be changed to tags outside of those restrictions.
- Restricted users can only see agreements and Governing Summaries outside of the restricted tags.
Allowed
- If users are allowed to view certain agreement tags, agreement tags cannot be removed from agreements. However, users can add and remove new custom tags.
- Allowed users can only see agreements with the permitted tags.
Note: For affected users, data from restricted agreements will not appear on the LinkSquares Dashboard.
Administrators can typically edit user permissions.
However, they cannot modify their own role if they have been assigned a custom role.
8. When creating a custom role with Administrator or Manager-level permissions, you can determine whether this user can view the PENDING tab within the main Agreements page.
Determine this access within the Pending Approval Access field.
9. When creating a custom role with Administrator or Manager-level permissions, you can determine whether this user can view and edit Governing Summaries.
Determine this access within the Governing Summary Access field.
10. Click CREATE once complete.
Viewing Custom Roles
The list of user roles within your organization can be found in the Roles tab of Analyze App settings.
Custom roles will populate below the pre-set roles.
Best Practice: Set up custom user roles before their initial log-in, this ensures a smooth workflow process.